Settings Overview

The Settings menu allows firm System Administrators to update and save global default settings for extensions. Text displayed to the client, e-sign options, and reporting options can be updated here. 

1. Click Settings in the left panel. 
2. Select the settings group you want to adjust.
3. Click Apply to save any changes made.

General

Download Options

This setting allows you to customize the way that the documents will appear and be downloaded by the taxpayer.

Setting	Description
Transmittals	Select how forms are downloaded, either Include in the Filing Form PDF or Create a Separate PDF for the extension package and transmittals.
Payment Vouchers	Select how Payment Vouchers are downloaded, either Separate by Quarterly Due Dates or Group in Single PDF.

Customize Delivered Report

This setting lets you add a custom column to the Delivered and Archived reports (for example, Location). Custom columns have entries that you can select from a dropdown.

To add a custom column:

1. Enter a name for the column in the Column Name field.
2. Click Update to save the column.
3. Enter a value in the Column Value field.
4. Click the + button to add the value to the list.

Info

You can add multiple entries to a custom column. To edit or delete an entry, go to the list and press the Edit icon next to the name of the column value.

Download PDF

For more information see the Finish Option - Download PDF article.

Saved Messages

Here you can add, preview, and change Saved Message templates that you can apply while processing an extension. The client will see this message after authenticating and clicking to begin. 

Add a New Message

1. Click the + icon above the message list.
2. Enter a brief name for the message. This name will appear in the Message From Preparer drop-down in the Delivery Options tab during processing. 
3. Click the Default toggle to set this message as your firm default (optional).
   • Only one message can be the default.
4. Fill out the body of the message in rich text format. You can set the font size, style, alignment, and color of the text.
5. Check Allow users to edit before sending to allow users to edit the message during processing (optional).
6. Click Add to save the new message.

Info

• To insert images, copy and paste them from another program.
• Click the Variables List to show all available variables that can be placed into the Body to automatically fill with the listed information.

Edit a Saved Message

1. Click on a saved message from the message list. A preview of the message appears to the right.
2. Click on the Edit button to bring up the editing window.
3. You can do the following:
   • Change the name of the message.
   • Set the message as the default message to use when processing extensions.
   • Edit the body of the message in rich text format. This lets you change the font size, style, alignment, and color.
   • Let firm users edit the message before sending the extension.
4. Click Save when you are done making changes.

Client Instructions

Throughout the extension process, clients receive email messages that contain instructions for filling out, reviewing, signing, and downloading their extensions. They also receive reminders if they haven't reviewed or signed their extensions, or if they have a payment due. The following is a list of the email messages and their purpose.

Messages can be added, deleted, or edited by using the controls on the screen. The editing options are the same as those for the Saved Message section. 

Important

Whichever message is marked as the Default is sent to all extension recipients. These templates cannot be selected on an extension-by-extension basis.

Message	Description
Initial Email	This is the first message sent to the client when the extension is delivered.
Review and Sign Extension Reminder	This is a reminder email sent to the client per the options set during delivery.
Voucher Reminders	This reminder email is sent prior to the voucher due date to clients.
Download Tax Documents	This message is sent to clients who request to have their tax documents mailed to them.
Download E-Signed Forms	This message is sent to clients once all required parties have completed e-signing the forms in the extension package.
Recalled Return Instructions	This message is sent to the client when the firm recalls their extension for correction.
Payment Instruction	This email is sent when payments are required by the client.

E-Sign Options

1040 Forms

These settings only apply to extension packages for individual returns. They affect what delivery options are available to users in the firm when they finish processing.

Setting	Description
E-Sign when all included extensions are allowed	Enables e-signing when all included forms belong to states that allow e-signatures. If an included form belongs to a state that doesn't allow e-signatures, e-signing will not be available.
Review Extension Only	Disables e-signing for all included forms and only lets the taxpayer review the extension. Prevents users in the firm from adding any signature controls.
Allow user to place signature control when applicable.	A checkbox that is only available when the Review Extension Only setting is turned on. When checked, users in the firm can add signature controls to forms as needed.

1040 Knowledge-Based Authentication

These settings are only available when the 1040 E-Sign option is turned on.

Setting	Description
Use Knowledge-Based Authentication to initiate the Signing Process (Required by IRS).	When starting the signing process, KBA questions are presented to the taxpayer to validate their identity.
Use Knowledge-Based Authentication to initiate the Signing Process for delegated signers (Required by IRS).	When starting the signing process, KBA questions are presented to the taxpayer's delegated signer. This is a security measure to verify that the delegated signer is a trusted source.

Allow Signature Stamps

Setting	Description
Use Signature Stamps	This setting only applies to ERO signatures. It lets a user in the firm place signature stamps that are saved in their profile.

Additional Document for E-Sign

This setting lets you create specific document types that a user in the firm can choose when uploading additional files. By default, Engagement Letter is available. To add additional document types:

1. Enter a name in the Document Type Values field.
2. Click the + button to add it to the list.
3. You can change the name of a document type or delete it by using the controls next to its name.

Signer Delegation

Allows a client or taxpayer to delegate signing to a third party.

Setting	Description
Individual (1040) Returns	Allows signer delegation for individual extensions.
Entity (1041, 1065, 1120, 1120-S) Returns	Allows signer delegation for entity extensions.

Business & Trust Returns

These settings only apply to extension packages for entity returns. They affect what delivery options are available to users in the firm when they finish processing.

Setting	Description
Enable E-Signatures for Business & Trust Extensions	Enables e-signing when all included forms belong to states that allow e-signatures. If an included form belongs to a state that doesn't allow e-signatures, e-signing will not be available.
Review Extension Only	Disables e-signing for entity returns and only lets the client review the extension. Prevents users in the firm from adding any signature controls.
Allow user to place signature control when applicable.	A checkbox that is only available when the Review Extension Only setting is turned on. When checked, users in the firm can add signature controls to forms as needed.

Automatic Signing Reminders

Sends reminders to clients if they haven't signed a delivered extension package.

Setting	Description
Enable Automatic Signing Reminders	Turns on signing reminders. The wording of these reminders can be set in Settings > Client Instructions.

E-File Forms Settings

Controls how SafeSend processes forms that are uploaded.

Setting	Description
Do not insert dates on the E-File forms	Stops SafeSend from automatically adding date controls when uploading an extension.
Do not insert Name and Title on the Entity E-File Forms	Check the box to remove title boxes from e-file forms during processing.

Security

Taxpayer Authentication

For 1040 Extensions, the taxpayer is required to enter part of their social security number (SSN). The firm can choose if you would like them to enter the last 4 or first 4 digits of their SSN. 

Setting	Description
Last 4 of SSN	Click the radio button to have the taxpayer enter the last 4 digits of their SSN to authenticate.
First 4 of SSN	Click the radio button to have the taxpayer enter the first 4 digits of their SSN to authenticate.

Retention Policy

The firm can choose how long to retain Standard and Attest Extensions. Extensions will automatically be deleted after this retention period. The firm can also decide if it would like to allow users to override this default setting before the Extension is delivered. 

Setting	Description
Default	Select a Default retention period by clicking the drop-down.
Attest Clients	Select a Default retention period by clicking the drop-down.
Allow any user to override before delivery	Click the checkbox to allow users to override the retention period before delivery.

Vouchers

Payment Vouchers

Setting	Description
Enable payment voucher reminders	When enabled, our system sends out automated reminders [ X ] days before the vouchers are due.
Set default reminder to	Select the default reminder period via the drop-down to determine how many days before the due date our system will send those reminders out.
Receive email notification when your client adds payment information	When enabled, users receive email notifications when clients enter their payment information into our system. Note: We do not track the payments from the actual authority, only if the client adds the details to our system.

Default Voucher Due Date

Select the preferred policy for voucher due dates when not printed on the form.

Settings	Description
SSR Default Due Date	The default voucher due date is automatically applied to all vouchers. See our Voucher Due Date policy article for more information.
Voucher Form	The voucher date is pulled from the page when possible, otherwise, it will use our defined Voucher Due Date Policy.